Send clear and constructive feedback to bidders who were not selected, helping them improve for future tenders
Objective
To deliver clear, constructive, and respectful feedback to bidders who were not selected during the SayPro Monthly January SCMR-1 bid evaluation. This task aims to foster transparency, build stronger supplier relationships, and support capacity-building by helping vendors understand how they can improve for future opportunities with SayPro.
1. Prepare a Feedback Framework and Strategy
Purpose: To ensure consistency and fairness in the feedback process across all unsuccessful bidders.
Tasks:
- Develop a standardized feedback format or template.
- Outline the feedback approach (written feedback, virtual meeting, or both).
- Determine the level of detail that will be shared—sufficient to be constructive but respectful of confidentiality and proprietary information.
- Define who will deliver the feedback (typically the procurement team or evaluation committee representative).
- Establish a timeline for providing feedback (e.g., within 5–10 working days after final notification).
2. Draft Individual Feedback Summaries for Each Unsuccessful Bidder
Purpose: To tailor the feedback to each bidder based on their specific proposal and evaluation results.
Tasks:
- Review the bidder’s technical and financial evaluation scores.
- Identify:
- Areas where the proposal met expectations
- Specific weaknesses or gaps that led to a lower score
- Comparative observations, without naming other bidders, to give context (e.g., “Other proposals offered a more detailed risk mitigation strategy.”)
- Use constructive and professional language. For example:
- Instead of: “Your proposal lacked technical depth.”
- Say: “The proposal would have benefited from more detail on how the implementation team would address complex infrastructure constraints.”
Key Feedback Categories to Cover:
- Technical evaluation (e.g., clarity of methodology, innovation, team qualifications)
- Compliance with specifications (e.g., alignment with TOR)
- Financial proposal (e.g., cost realism, completeness of pricing)
- Overall presentation (e.g., format, structure, and completeness of the bid)
3. Communicate Feedback in a Respectful and Supportive Manner
Purpose: To maintain professionalism, preserve vendor relationships, and promote future engagement.
Tasks:
- Send feedback in the preferred format indicated by the bidder (e.g., email, written letter, or virtual debrief session).
- Use a positive, forward-looking tone focused on improvement.
- Emphasize appreciation for their participation in the process.
- Make clear that the feedback is based strictly on the evaluation criteria, and not a reflection of the vendor’s overall capabilities or reputation.
Example Opening for Feedback Letter:
“Thank you for submitting a proposal for the SayPro Monthly January SCMR-1 tender. Although your submission was not selected, we value your effort and are pleased to provide constructive feedback to support your participation in future SayPro procurement opportunities.”
4. Offer Optional Debriefing Sessions
Purpose: To allow bidders to discuss their evaluation results in greater detail and ask clarifying questions.
Tasks:
- Extend an invitation to all unsuccessful bidders to request a virtual or in-person debriefing session.
- Schedule sessions within a set timeframe (e.g., 1–2 weeks after notification).
- Prepare for debriefing by:
- Reviewing the bidder’s proposal again
- Having evaluation notes and scores ready
- Clarifying boundaries (i.e., cannot disclose competitor details)
- During the session:
- Allow time for the bidder to ask questions
- Provide verbal clarification in addition to the written feedback
- Encourage future engagement
5. Respect Confidentiality and Avoid Comparisons
Purpose: To uphold ethical standards and avoid any disclosure that could violate procurement rules or compromise other bidders.
Tasks:
- Do not disclose:
- Names of other bidders
- Pricing or scoring of other proposals
- Proprietary or sensitive evaluation data
- Ensure all communication is individualized and confidential.
- If asked for comparisons, keep responses general:
- “Other bidders demonstrated a stronger alignment with the delivery methodology described in the Terms of Reference.”
6. Record and Archive Feedback Activities
Purpose: To document the process for transparency, auditing, and future reference.
Tasks:
- Log all feedback communication, including:
- Dates of feedback sent
- Delivery method (email, call, debrief meeting)
- Summary of what was discussed (if a debrief occurred)
- Store copies of written feedback in the procurement archive.
- Document any follow-up correspondence or appeals that may arise as a result of the feedback.
7. Monitor and Reflect on Feedback Process
Purpose: To continually improve SayPro’s procurement communication and support vendor development.
Tasks:
- After the feedback process is complete, gather internal reflections from the evaluation team on:
- What went well
- What could be improved in how feedback was delivered
- Optionally, invite vendor feedback about the feedback process itself to improve SayPro’s engagement practices.
Deliverables
- ✔️ Standardized Feedback Templates
- ✔️ Customized Feedback Summary for Each Unsuccessful Bidder
- ✔️ Feedback Delivery Log
- ✔️ Record of Optional Debriefing Sessions
- ✔️ Archive of Communications and Supporting Documents
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